INDIVIDUAL CONSULTANT PROCUREMENT NOTICE 21 st December 2017 TITLE OF CONSULTANT: Individual Consultant (IC) to review and update the on-going Community Based Monitoring System COUNTRY: BOTSWANA ACTIVITY: Align the on-going Community Based Monitoring System to contribute to the National Development program and Vision 2036 DURATION: 25 working days REPORT TO: UNDP Resident Representative Proposals with reference should be submitted in a sealed envelope clearly labelled, Individual Consultant to review and update the on-going Community Based Monitoring System Should be submitted at the following address no later than 15 th January 2018 at 12:00pm (Botswana Time) to: The Resident Representative United Nations Development Programme P.O. Box 54 Gaborone or by email to: procurement.bw@undp.org Any request for clarification must be sent in writing, or by standard electronic communication to the address or e-mailed to enquiries.bw@undp.org UNDP Botswana will respond in writing or by standard electronic mail and will send written copies of the response, including an explanation of the query without identifying the source of the inquiry to all prospective facilitators. NOTE: Consultancy firms/companies interested in applying for this assignment are free to do so provided they submit a CV of only one qualified consultant and present its bid in a manner that would allow for evaluation of the bid in accordance with the evaluation criteria specified
in these solicitation documents. That is, the experience required is that of the individual whose CV would have been submitted by the company rather than that of the company. Further, if the submitted bid wins, the ensuing contract will be between the UNDP and the company/firm, not the individual. 1. BACKGROUND This initiative forms part of a broader national agenda supported by UNDP to strengthen the capacities of institutions that are responsible for the development, implementation, monitoring and evaluation of inclusive growth policies and programmes to achieve economic diversification and growth, job creation and poverty eradication. Both integrated and inclusive policies and programmes at the national and district levels, and enhanced capacities of public and private sector institutions will enhance the achievement of Vision 2036; the National Development Program 11 (NDP 11) and Agenda 2030 for Sustainable Development. Specifically, a coordinated implementation approach will close capacity gaps across key institutions responsible for economic development. The project is anchored on the three outcomes (policy and programme design; implementation; data, monitoring and evaluation) of the Government of Botswana/United Nations Sustainable Development Framework (2017-2021); UNDP Botswana Country Programme Document (2017-2021); and the UNDP Strategic Plan. The Ministry of Presidential Affairs, Governance and Public Administration developed a Community Based Monitoring System (CBM) for improving service delivery. The system was developed to carry out the following: To assess the delivery and availability of selected government services to citizens. To generate information that facilitates evidence based planning and timely responses to service delivery challenges. To facilitate the participation of the public in the evaluation of government services. To facilitate a closer and more effective relationship between the different planning tiers in in our planning system. The CBM approach utilizes scorecards for assessing services provided by each ministry, which are administered at village level and compiled to produce a district report by the District Development Committee. Ten (10) ministries were assessed, based on the stated priority areas of the stakeholders during the pilot phase. To enable a more effective management of the data, a maximum of four services per ministry was assessed. The survey was carried out in all ten districts (Southern District; South East District; Kweneng District; Kgatleng District; Kgalagadi District; Ghanzi District; North West District; North East District and Central District) of Botswana. 66% of the 491 villages participated in this assessment.
21 services assessed were: Refuse collection; Maintenance of internal roads; Supply of food commodities to primary schools and clinics; Disbursement of YDF; Payment of prize money for constituency tournament; Provision of poverty eradication services in MoA (small stock programme only); Electricity Connectivity Services; Women Economic Empowerment programme; Drug availability (High Blood Pressure, ARV s, TB and Diabetes drugs only); Availability of supplementary feeding; Availability of Health Care Services; Availability of textbooks and stationary; Provision of food commodities; Water connections; Provision of potable water; Land allocation; Provision of SHHA services (Home improvement); Provision of SHHA services (Turnkey) BTV coverage; Radio Botswana coverage; and Botswana Daily News distribution. The Ministry now seeks the services of a consultant (not more than 25 days) to review the system and make recommendations to ensure it is aligned with the National Development Program11, 2017-2023 and Vision 2036. 2. SCOPE OF WORK & RESPONSIBILITIES Purpose The purpose of the consultancy is to support Ministry of Presidential Affairs, Governance and Public Administration to review the existing CBM system and make recommendations to ensure it is aligned with the National Development Program, 11 2017-2023 and Vision 2036. Main Activities The consultant will work with the Government Implementation and Coordination Unit (GIGO) under the guidance of the Coordinator and in consultation with Statistics Botswana and the National Strategy Office, (NSO). He/she will conduct consultations with relevant stakeholders that include central government ministries, local councils, community based organisations, and the private sector. The consultant will be expected to carry out the following; a) Review all component of the Current Community Based Monitoring System (CBM) for improving service delivery, including the templates used to collect data,
method of collection, the efficiency of collecting data, indicators used, the storage system for capturing quantitative and qualitative information at local levels and by different actors the the analyses of the data and by whom, the reports written and by whom, and the use of the reports b) Review the involvement / coordination of the actors in the CBM and the role of Statistics Botswana. c) Review NDP 11, Vision 2036, the National Performance Monitoring and Evaluation Policy, the Performance Monitoring and Evaluation Manual for NDP11 National Monitoring and Evaluation System (NMES). d) Agree the targets, outputs and outcomes to be measured in the CBM system going forward to align with NDP11 and Vision 2036. e) Recommend relevant, simple and straightforward performance indicators at village level to monitor agreed activities, outputs and outcomes levels. f) Advise on data required including the need for disaggregated data by sex, age, disability, geographical location and income status and other relevant demographic variables g) Design the practical procedures and templates, and road map to operationalize the system indicating, inter alia: - what needs to be measured frequency of measurement indicators to be used the most appropriate source of information method of collecting information analysis, storage and retrieval of data the types of reports to be written the pathways for sharing data and reports as evidence for policy review and decision making by relevant stakeholders at national and local levels h) Develop a training manual to enhance the capacities of stakeholders responsible for rolling-out the CBM System at national and local levels Notes: i) The proposed data management method[s] in CBM is expected to be complementary to existing national data systems and protocols in terms of definition, collection, collation, analysis, storage and dissemination j) The revised CBM System must articulate the roles, responsibilities and reporting systems for the local councils and other partners at local and national levels k) The results matrix comprising the activities, outputs, outcomes, and related performance indicators of the CBM System must be aligned with national data, and monitoring and evaluation frameworks articulated in the national indicator frameworks for Vision 2036; the National Development Plan 11; and the global Agenda 2030 for Sustainable Development
3. OUTPUT/DELIVERABLES The assignment will result in the following outputs: a) First Draft Report capturing all actions from (a) to (h) above. b) Final Report: capturing all actions from (a) to (h) above. 4. SUPERVISION The IC will be supervised by the Coordinator of the Government Implementation and Coordination Unit (GIGO) and by UNDP Resident Representative. 5. QUALIFICATIONS & EXPERIENCE The Consultant must have: 1. a track record of interventions on strategy development of private sector bodies institutional transformation and organisation development. Understanding of the business membership organisations and their mandate will be an added advantage 2. good communication and capacity building skills and good command of English; 3. knowledge of the Botswana economy; 4. experience in research, policy development, management, conducting strategy development and programming related work; 5. sound capacity to analyse and conceptualise policy documents and legislation; 6. sound report writing and presentation skills; 7. knowledge of Business Law will be an added advantage. 8. fully proficiency in the following software applications - Word, Excel, and Power point. Education The Consultant must have an advance degree in social sciences or a related field Experience At least 10 years of work experience in monitoring at national and sub- national levels Language Requirements Excellent command of both written and spoken English 6. METHODOLOGIES The consultant will adopt a consultative approach to develop the expected deliverables. Specifically, the consultant will;
The consultant will undertake this assignment in consultation with Statistics Botswana and the National Strategy Office, (NSO). He/she will conduct consultations with relevant stakeholders that include central government ministries, local councils, community based organisations, and the private sector. 7. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS Interested individual consultants must submit the following documents/information to demonstrate their qualifications: a. Technical Proposal: The technical proposal should include the following: Profile of consultant and an outline of recent experience on assignments of a similar nature. The consultant s comments or suggestions on the TORs and appreciation of the assignment the objectives, tasks and deliverables. A clear description of the methodology and work plan that the consultants proposes to execute the assignment, illustrated where appropriate, with bar charts of activities. A timeline for carrying out the assignment. b. Financial proposal: Lump-sum consultancy fee The lump sum should be broken down to clearly indicate: travel, per diems, and actual consultancy fees (daily fee) An indication of whether this rate is flexible c. Personal CV including past experience in similar projects and at least 3 references 8. TRAVEL All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station/repatriation travel. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources. In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.
9. EVALUATION The consultants CVs and a Price Schedule will be evaluated according to the Criteria below, Stage 1: Preliminary evaluation of the proposals will be based on yes/no response as per the table below. If the response is no for any of the 3 criteria, the consultant will be disqualified from further evaluation. Stage 2: Technical Capability of the Consultant to deliver the required consultancy outputs evaluated on a scale of 0-100 points wherein the qualifying mark is 70%. The criteria to be used are shown below: Qualifications [Minimum academic qualifications Master s Degree] Adequate work and/or professional experience Completeness of Consultancy package submitted [Motivation letter & professional fees] Context: Yes/no Yes/no Yes/no [15] Knowledge of Strategy Development, Planning, Implementation, monitoring and evaluation related issues Technical Competence [50] Extensive knowledge in the design and implementation of Monitoring and Evaluations of complex systems In facilitating high level multi stakeholders consultations Methodology/Approach [25] extent of understanding of the project requirements practicality of the proposed methodology relative to the context of the service appropriateness of the implementation schedule to the project timelines and project quality assurance measures. Presentation & Reporting [10] Good writing, interpretation & communication skills. Total 100%
Individual consultants will be evaluated based on the Cumulative Analyses Methodology (weighted scoring method), where the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as: a) Responsive / compliant / acceptable, and b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. Technical Criteria weight; (70%) Financial Criteria weight; (30%) Only Individual Consultants obtaining a minimum of 70% of the obtainable points of 100 points in technical evaluation would be considered for the Financial Evaluation. The total number of points allocated for the price component is 100. The maximum number of points will be allotted to the lowest price proposal that is opened and compared among those technical qualified candidates who have attained a minimum of 70% score in the technical evaluation. All other price proposals will receive points in inverse proportion to the lowest price UNDP applies a fair and transparent selection process that would take into account both the technical qualification of Individual Consultants as well as their price proposals. The contract will be awarded to the candidate obtaining the highest combined technical and financial scores. UNDP retains the right to contact references directly. 10. REMUNERATION The payment schedule will be as follows: Payment shall be made against deliverables in two instalments following the suggested schedule as below: a) First payment (40 %) upon approval of the First Draft Report capturing all actions from (a) to (h) above. b) Second payment (60%) upon delivery and acceptance of the first draft report capturing all actions from (a) to (h) above.